Team?

replied on August 30, 2016

You can use filter or distribution to allow only part of the members in the team to receive the email. But all the members in the team should be able to see the tasks in team tasks menu. (I assume you said "keep up with the process" means they can see the tasks status in the process, let me know if I'm not correct).

Filter allows you to assign the task to only part of people in the team instead of the whole team. Several default filters are embedded, you can choose the one which fits your needs.

An example to use filter would be below. The filters can choose either one user or multiple users in the team. Suggest to press the Test button to confirm the results before actually applying the filter.

Distribution will allow you assign to one user in the team each time. If you choose "Round Robin" in the drop-down menu of "Task Distribution", Forms will automatically assign the task to a single user in the team by using Round Robin algorithm. (More about Round Robin: https://www.laserfiche.com/support/webhelp/Laserfiche/10/en-US/administration/#../Subsystems/Forms/Content/User-Tasks.htm?Highlight=round robin). Only the user to whom the task is assigned to will get the submission notification email.

It's worth mentioning that the filter and round robin rules can be used together.

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replied on August 30, 2016

I guess I'm saying I am not sure who would be in the team. It would be based off fields selected. Meaning I Have a form that has a reviewer and a owner. Once the form is submitted I want a team based upon a selection of fields to create a "team". Where the reviewer and owner can see each other's work. I guess the best place to do this would be in the repository. But i would like to utilize the form features rather than have a million fields on a template.

(And when I say "team" I know we have that feature to create a team but I don't want a million random teams).

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replied on August 31, 2016

Thanks for your clarification Chynna, :). Dynamically creating teams is not supported by Forms. However, my suggestion would be to create a team which contains all the people (reviewers and owners in your example) you would like to be evolved in the process into that team. And for each task, just use the filter to specify who would be the ones to complete that task. In the screenshot from my above reply, there's an arrow next to the Methods in filter edit dialog, in that dropdown menu, you will have access to all the field variables, which you can do the filtering of the team members based on whether they have selected/checked the field. For example, you have a radio button indicating whether that user is a reviewer (checked) or an owner (unchecked). Then for next tasks, if you want only reviewers, use filter to find all the people in the team who checked the radio button.

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replied on August 31, 2016 • Show version history

Okay we might be onto something now...I just have one more issue. If I assign everyone and then use the Roles feature to assign the task to the reviewer and the owner. How do I now stop the email feature going to both of them. I want the reviewer to be notified 1st than I want the owner. Is this possible.

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replied on September 2, 2016

Hi Chynna, currently we don't support sending emails to different groups in a same user task.

The issue might be resolved by splitting the user task into two user tasks. I assume you mean the owner need to be notified "a certain amount of time" after the reviewer has received the notification. You may use a parallel gate to split the tasks, each task is assigned to reviewer or owner respectively. Add a timer before the user task of owner for the certain amount delay time. Also after each user task, add a signal event to notify each other about the user task's status: if one completes the user task, the other will know it's completed by whether his/her own user task is interrupted by the other.

Let me know if this solves your issue or there's more criteria for the case.

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